Manager's Assistant
Full Time
Chicago, IL 60637
$19.17 - $28.06 an hour
Posted
Job description
Department
HUM Staff: Music Administration
About the Department
Job Information
Job Summary:
Reporting to the Academic Affairs and Operations Manager, the Assistant to the Manager supports the work of the Department of Music administration, working directly with the Operations Manager on financial, administrative, and Technical/AV. The Assistant processes payments to vendors and independent contractors, assists with making purchase orders and requisitions, including attention to tax requirements, uses Buy Site (purchasing), GEMS (expenses), and Epayments (payment). Assists with insurance inventory for instruments and office equipment while coordinating with Humanities Computing on departmental hardware and software needs. Corresponds as needed with faculty, students, staff, visitors, and the public, in person and via telephone and e-mail; Assists faculty with routine software installations and assists in troubleshoots basic classroom AV. Helps Academic Affairs and Operations Manager to coordinate with divisional facilities staff and independent vendors for repairs/problems, as needed. Assists Academic Affairs and Operations Manager (and other staff as appropriate) with events, front desk and queries; performs general office work using various office-related computer software programs (such as Microsoft Word, Excel, Access, FileMaker Pro, and standard e-mail and Internet applications).
This position is 25 hours per week with benefits and will require a background check.
Responsibilities:
- Processes reimbursements, payments to vendors and independent contractors; Assists with purchasing, including purchase orders and requisitions for department; attends to all related tax requirements, including collecting needed tax forms from vendors, independent contractors, and others, as required for timely payment.
- Works with Humanities computing to purchase and distribute all departmental technology needs, including hardware and software. Assists faculty with routine software installations and the troubleshooting of basic classroom AV; helps coordinate with university facilities staff or outside vendors for repairs/problems, quarterly as needed, appropriately referring problems to Humanities Computing, facilities, or outside vendors; assists Music staff and faculty with hardware and technological requests.
- Collects, maintains, organizes, and regularly updates departmental inventory that includes 1) musical instruments such as pianos, harpsichords, marimba, other percussion instruments, brass, wind, and strings instruments, early music instruments, and world music instruments; 2) equipment in the Computer Music Studio; and 3) all departmental computers and technology. Works with risk management campus in conveying such inventories.
- Assists Department with staffing of front desk as required. Assists with department events and queries as needed. Assists with maintaining purchasing and procurement records; maintains and replaces departmental supplies including technology needs as required; assists Department Manager with other duties as assigned.
Competencies:
- Outstanding interpersonal and communications skills.
- Handle multiple concurrent tasks in a competent and professional manner in a fast-paced atmosphere.
- Manage confidential information with discretion and tact.
- Act with integrity, professionalism, and confidentiality.
- Work collegially and collaboratively in a team setting.
- Prioritize multiple projects and independently follow through with detail.
- Self-motivated, take initiative, and think strategically.
- Take initiative in conducting day-to-day activities, setting priorities and meeting deadlines.
- One of the hallmarks of the Department is that professors and students are musical experts. Thus, the ability to understand the different scholarly and creative areas represented in the Department of Music, i.e., music history, music theory, ethnomusicology, composition, and performance is preferred.
Additional Requirements
Education, Experience, or Certifications:
Education:
- Minimum requirements include vocational training, apprenticeships, or the equivalent experience in related field (not required to have a four-year degree) preferred.
Experience:
- Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.
- Project management.
- Working in office administration required.
- Serving as a resource for office technology desired.
- Background in higher education support services, particularly in a degree-granting unit preferred.
- Experience with procurement and inventory practices.
Technical Knowledge or Skills:
- Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Department of Music.
- Demonstrated ability to monitor and communicate progress of projects to department stakeholders
- Demonstrated experience troubleshooting hardware and software problems.
- Demonstrated experience with various computer related technologies.
- Demonstrated experience with troubleshooting classroom technology needs.
Pay Range:
- $19.17 - $28.06 per hour.
Required Documents:
- Resume/CV
- Cover Letter
- Three Professional References Contact Information
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Benefit Eligibility
Requires Compliance with University Covid-19 Vaccination Requirement
No
Pay Frequency
Pay Range
Scheduled Weekly Hours
Union
Job is Exempt
Drug Test Required
Motor Vehicle Record Inquiry Required
Health Screen Required
Posting Date
Remove from Posting On or Before
Posting Statement:
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the
The University of Chicago is an
University of Chicago Vaccination GoForward
.
The University of Chicago is an
Affirmative Action/
Equal Opportunity
/Disabled/Veterans Employer
and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the
University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via
Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:
http://securityreport.uchicago.edu
. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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